It's important to give appropriate user types and permissions to the people who access your QuickBooks Online company. It helps you minimize overlap in bookkeeping work and protect sensitive company info.
Typically the person who created the company file.
This user has access to all areas of the company file. The Master Administrator can also grant this user access to the company's subscriptions and billing information.
You can invite up to two accountants/accounting firms to have access in your company file.
You can give full or limited access to Standard users, without admin privileges.
This user can have more specific access and restrictions to areas of QuickBooks Online--letting you be more in control of what they see or do. Custom user type is only available in QuickBooks Online Advanced.
These users have read-only access to all reports (except Audit Log and Payroll Reports). They can create a group of reports, memorize a report, and drill down as far as transaction reports but they don't have the ability to view the actual transaction. This user is only available in QuickBooks Online Plus.
These users can only see time sheets and time reports for themselves. They don't have access to other areas of the company file.
Users with all access rights have permissions to all areas of Customers & Sales and Vendors & Purchases. User with all access rights can:
Unless, you set them up with No Payroll access, they can also:
Users with no access rights cannot access any of the accounting features of QuickBooks Online. However, you can grant them access to:
This table summarizes the things that you can and cannot do depending on the level of permission that you grant to a user.
|Areas and features of QuickBooks Online||All Access Rights||Customers & Sales Access Rights||Vendors & Purchases Access Rights||None|
|Access and edit subscription information||X||X||Limited|
|Access and edit preferences||X|
|View Activity Log||X|
|Exportdata back to QuickBooks Desktop versions*||X|
|View, add, edit and delete Users||X||X||Limited|
|View, add, edit and delete accounts||X|
|View, add, edit and delete customer information||X||X|
|View, add, edit and delete vendors||X||X|
|View, add, edit and delete products/services||X||X|
|View, add, edit and delete recurring templates*||X||Limited||Limited|
|Enter and Pay Bills||X||X|
|Enter credit card purchases||X||X|
|Make Bills and purchases billable to customers||X||X|
|Add billable time/expense to sales transactions||X||X|
|View Customer registers||X||X|
|View Vendor registers||X||X|
|View Bank registers||X|
|View customer and accounts receivable reports||X||X|
|View Vendor and accounts payable reports||X||X|
|View Payroll Reports||X|
|View Company (Financial) reports||X|
|Payroll Liability Checks|
|Payroll Liability Checks||X|
|Payroll Setup Interview||If set up with payroll access|
|Process Payroll Forms||If set up with payroll access|
|Paychecks||If set up with payroll access|
|Time Sheets||If set up with payroll access||Limited||Limited||Limited|
|Notes: Users can only create recurring templates for transaction types they have access to.|